Senior Administrative Officer (REF: FIN 2)

Witzenberg; India; On-site; INR 1,918,000 - 2,344,000; Full time

Job summary

Witzenberg Municipality is seeking a Senior Administrative Officer (REF: FIN 2) to provide high-level administrative support to the Director of Financial Services. The role focuses on coordinating meetings, preparing documentation, and maintaining communication with internal and external stakeholders.

The incumbent will manage diary schedules, prepare reports, and ensure accuracy in financial and administrative processes; a diplomatic, proactive professional is essential.

Qualifications

• Grade 12 and a National Diploma in Public Administration or Public Management.
• A valid Code B driver’s license is required.
• 5–8 years’ experience in a related role.
• Discretion and trustworthiness are essential.

Responsibilities

• Draft office circulars based on management directives and prepare responses in collaboration with the Director of Financial Services.
• Collate information and conduct basic investigations to support responses to communications.
• Identify key deliverables from the Municipality’s strategic plans (IDP, Budget, SDBIP).
• Maintain the Service Delivery Budget Implementation Plan in the electronic system with the Director of Financial Services.
• Arrange and schedule meetings for the Directorate and prepare minutes as directed.
• Provide secretarial support to Committees by taking notes and drafting minutes.
• Attend meetings, record discussions, and circulate minutes with agreed actions.
• Liaise with internal and external stakeholders on the Director’s matters.
• Coordinate directorate items on agendas and establish prioritised schedules.

Skills

Discretion and trustworthiness

Proactive and initiative

Organisational and planning skills

Interpersonal and communication skills

Attention to detail

Ability to work under pressure

Judgment and decision-making

Diplomatic and tactful communication

Telephone etiquette

Fluent in two of three Western Cape:英语

Education

Grade 12

National Diploma (NQF6) in Public Administration / Public Management

Code B driver’s license

Job description

Senior Administrative Officer (REF: FIN 2)

Closing Date:12 November 2026
Salary:R 373 129.02 per annum (Post Level T11 of a Grade 4 Municipality)

Requirements

• Grade 12
• National Diploma (NQF6) in Public Administration / Public Management.
• A valid Code B driver's licence.
• 5 - 8 years’ experience.
• Discretion and trustworthiness.
• The ability to be proactive and take initiative.
• Organisational, planning, and multitasking skills.
• Good human relations, interpersonal, and communication skills and the ability to prioritize and organize.
• Ability to give attention to detail and accuracy.
• Positive, can-do attitude, flexibility and adaptability, and a high level of responsibility.
• Judgment and decision-making ability.
• Ability to work under pressure and with tact and diplomacy.
• Ability to deal with conflict situations, uphold a strict level of confidentiality, and have good telephone etiquette.
• Fluent in 2 of the 3 languages spoken in the Western Cape: Afrikaans, English or IsiXhosa.
• Please note: A performance agreement is also applicable to this position, whereby the employer reserves the right to institute a performance management program.

Duties

• Preparing office circulars based on directives/decisions taken at management meetings and formulating responses to correspondence received to facilitate clarification and understanding in collaboration with the Director of Financial Services.
• Collating information and/or conducting routine investigations to establish facts for inclusion in responses to internal/external communications (position papers, reports, etc.).
• Identifying the key deliverables and immediate goals detailed in the Municipality's strategic plans (Integrated Development Plan, Budget, Service Delivery Budget Implementation Plan, etc.).
• Maintaining the Service Delivery Budget Implementation Plan of the Directorate on the electronic performance management system and ensuring the correctness of details in collaboration with the Director of Financial Services.
• Take all steps relating to arrangements of meetings and the preparation of Directorate Financial Services.
• Provide fully functional secretarial support to various Committees and Sub-Committees sitting (Directorate of Financial Services Department) by taking notes and preparing draft minutes at meetings as directed by the Director of Financial Services.
• Attend specific meetings as directed, record discussions, and prepare and circulate minutes to directorates outlining agreed steps and actions.
• Interacting with personnel with a view to consolidating, referring, and responding to specific enquiries or clarifying routine procedural interpretation and understanding.
• Liaise with both internal and external stakeholders on the Director of Financial Services' matters as directed.
• Communicate with departmental heads regarding the inclusion of items on agendas as directed
• Interact with the Director of Financial Services continuously to establish an effective base of communication in the continuation of tasks
• Interact with Directorates to obtain views and opinions and to provide guidance with routine problem-solving
• Communicating with the Director of Financial Services and/or directorates and establishing critical priorities for scheduling purposes.
• Organising, confirming, updating, and scheduling the Director of Financial Services' diary and annual calendar, meetings and appointments with the Executive Mayor, Speaker, Councillors, Directors, external parties, etc., arranging venues and attending to catering requirements and/or alerting or indicating priority/urgent actions requiring attention.
• Performing work assignments using word processing and database software or other office applications (MS Office, etc.) to access, sort, merge, and/or update data or documents and to compose correspondence, PowerPoint, spreadsheets, reports, schedules, etc. from drafts, transcripts, recorded dictation, taped recordings or verbal instructions.
• Providing expert MS Word and Excel processing and related support services associated with the compilation of reports and documents by inserting graphs/tables, page breaks/numbers, editing, and ensuring that the table of contents is correct.
• Attending to telephone calls and visitors to the Department, establishing the nature of visits and directing requests to appropriate personnel, maintaining professional telephone etiquette, and ensuring that visitors are received in such a manner that the professional image of the Office is enhanced.
• Liaise effectively with internal departments and external organisations on behalf of the Director of Financial Services.
• Co-ordinating the decor and layout, food/beverage service, invitations, venue reservations, protocol requirements, etc. for executive events and functions, and liaising with relevant service providers.
• Preparing and obtaining quotations for the procurement of goods and services for the event/function, arranging the printing/photocopying of relevant material, and distributing invitations in accordance with the invitation list.
• Monitor financial control over the Departmental CAPITAL expenditure vote, ensuring that all Managers who report to the Director of Financial Services keep the budget within the expenditure projects.
• Coordinate requisitions for orders on financial systems for the Directorate
• Contact with the public and other departmental staff concerning departmental matters by effective personal Contact, telephonic conversations, and written communication concerning departmental matters, e.g., service requests, payments, orders, and complaints
• Give verbal feedback to the superior regarding the area of responsibility.